IVHM FY 26 Dietitian Services RFQ~2.docx

REQUEST FOR QUOTE

QUOTES MUST BE RETURNED BY: DATE AND TIME LISTED IN BIDBUY

The planned dietary operation is based on the majority of the cooking to be completed in the first-floor commercial kitchen, after which the food will be placed in serving pans and transported to the (5) residential units, where the cooking and final food prep will occur in the (1) kitchen. Each residential unit contains (38) residents’ maximum, for a total building census of (304) long term care, skilled nursing residents.

DESCRIPTION OF SUPPLIES AND SERVICES

The Illinois Department of Veterans’ Affairs is seeking a quote to provide a Registered Dietitian to provide services including, but not limited to, implementing a nutrition program; conducting test dietary operations; overseeing and assessing IDVA dietary operations to ensure applicable standards are met; drafting and reviewing policies and procedures for dietary operations related to diet and nutrition services ; creating a resident diet manual and recipes; conducting nutrition assessments; for the Illinois Veterans’ Home – Manteno, Located (hereinafter “IVHM” or “Facility”) at One Veterans Drive Manteno, IL 60950.

Registered Dietitian will also provide services including, but not limited to, the following:

· Review and/or alter existing menus, using the “Pioneer Concept” as a guide for liberalized diets.

· Upon a resident’s admission to the facility, assess, develop, and enter into the electronic medical record, nutrition care plan documentation.

· Revise care plan documentation for all residents at least quarterly; or after any significant condition change; or when requested by facility staff.

· Evaluate and/or review medically prescribed diets, assess, and monitor nutritional status of residents and document such evaluation assessment and monitoring in medical records.

· Observe meal preparation and services, perform kitchen inspections and recommend changes as needed.

· Develop and present in-service education for Facility’s personnel on a quarterly basis or more frequently as requested by facility and document each presentation.

· Assist in the development of appropriate food service department policies and procedures.

· Provide other services as requested by food service management and operation.

· Submit a written report to the administrator of Facility following each visit, which shall include findings and recommendations, progress notes and evaluation of progress toward prior RD recommendations.

· Be present for and assist with, any and all regulatory surveys, if requested by the facility Administrator, Director of Nursing, or Adjutant.

· Comply with the Privacy/Confidentiality issues associated with the Health Insurance Portability & Accountability Act (HIPPA) and its intended implications.

· Please note the Administrator, Adjutant, Director of Nursing, and or Dietary Manger(s) will be the contact personnel for the Facility.

MILESTONES AND DELIVERABLES: Vendor shall not perform services or incur expenses in the amount exceeding the amount shown in this section, unless the State has authorized a higher amount in writing prior to the vendor performing the services or incurring the expenses. Dietitian will be needed for a minimum of (22) hours per month, and not to exceed up to (8) hours per week, between the days and hours of Monday – Friday 8:00am-4:00pm, with the exception of State holidays. Additional time on site may be needed in excess of the (22) hours per month in support for regulatory surveys. Visits will be set up in advance with Dietary Manager or Home Administrator. Notice of scheduled vacations a month prior to scheduled time off. Sickness or inability to come on scheduled day should be communicated to the Dietary Manager.

VENDOR / STAFF SPECIFICATIONS:

Vendor shall provide:

· A Registered Licensed Dietician and submit to the facility a resume of his/her qualifications, experience, certificate of insurance coverage and proof of a current licensure (if required) in this state. These will be presented to the IDVA prior to beginning work.

Estimated 416 hours for the duration of this contract 07/01/2025-06/30/2026

*All Questions due 03/26/2025

VENDOR QUOTE

Dietician Services

VENDOR NAME

VENDOR ADDRESS

VENDOR PHONE

VENDOR EMAIL

VENDOR FEIN #

CONTACT PERSON

DATE:

Notes to Vendor

The quote must be valid for 90 days from date of submission and include all expenses. All prices must include shipping and handling charges. No price increases will be accepted. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The selected vendor must be able to provide all required supplies and services and offer the lowest price. We reserve the right to cancel up to 72 hours in advance.

“State agencies shall only accept electronic submissions for small purchase procurements via email or BidBuy. Manual submission in paper format shall not be accepted nor considered.” See also CPO 2023.12.

This RFQ document is required to be completed and submitted if vendor chooses to submit a quote via email. Quote submissions must be received prior to the due date and time listed in BidBuy in order to be considered. Email quotes shall be sent to Travis.kutemeier@illinois.gov

If vendor chooses to submit a quote directly in BidBuy, this RFQ document is NOT required to be completed or attached in BidBuy. Pricing will be submitted using the Items Tab in BidBuy.

IL-497-PR-001-RFQ

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